B.Com 1st Year Writing Skills Short Question Answers Study Material 2018

Third Letter of Collection Series

Dear Sir, 

Now, at this very juncture we feel our judgement of thinking you as noble-minded proved wrong. You have kept complete mum about our bill of 10,500, in spite of so many reminders. 

If for any reason you were unable to pay, you would surely have informed us in order to protect your credit. But you have left us only one course of action i.e. legal proceedings. This step will be tiresome and also expensive for both the parties. It is now in your hands to save the situation by sending your cheque within a period of one week.

Faithfully yours 

Q.6. Company ‘A’ wants to purchase raw material from company ‘B’. Write a business letter on behalf of Company ‘A’ to Company ‘B’. 

Ans. The specimen of the letter as asked in the referred question may be drafted as follows:(2018) 

Company ‘A’ 

Walton street, Lodhi Road, New Delhi-110003 

Tel: 011-20000198 

Ref. No.: 237/Purchase/20XX Date: 20th June, 20XX M/s Company ‘B’ 

Apex Tower, Lal Kothi 

Tank Road, Jaipur-302 015 

Sub: Regarding purchase of raw material.

Dear Sir(s). 

You will be delighted that we have started our business in the field of spices and making of pickles of various categories. We want to make dealings with your company for direct purchase of various raw materials which are needed to prepare pouches and various pickles. We want to purchase greeny items from you which are necessary to prepare fine pickles. Therefore, please send us detailed information regarding minimum rates and your business conditions and terms. 

We are eager to hear soon from your side, and to start our business in the related field with your kind cooperation. 

Awaiting for your reply

(For M/s Company ‘A’) 

Q.7. Draft an order letter. (2015) 

Ans.                Chandika Brothers Limited, Industrial Area, Chandigarh

126, Press Marg 

Chandigarh 160002 

Date: 9 July 20XX 

Tel: ……………. 

Ref. No.: …………………

M/s Daya Ram Gadget House 

Hindustan Buildings 

Nehru Place, New Delhi 

Sub: Order for supply of required goods. 

Dear Sir,

We are in receipt of your letter no. D/2/15 dated 29 June 20XX. We have peeped into your rate list annexed with your above said letter. We are willing to purchase some items from four esteem business house. So, please pack the following items and send them immediately by fast train.

(1) Hard-Disk 500 GB (10) 

(ii) DVD 2 boxes 

(iii) CD 5 boxes 

(iv) Keyboard 20

For the prevention of any damage to the goods on way, please ensure a safe packing on the items. The packing of goods will be free of cost, as already has been mentioned in your memo.

Kindly send the goods receipt/GR through the Canara Bank or Indian Bank. 

For Chandika Brothers Limited 

Dharmendra Raj 

Purchase Manager 

Encl: Bank draft No……for 20,000/

Q.8. Write an order letter to Loyal Book Depot for the following books: 

(i) 150 copies Business Communication’ – Dr. Agarwal.(2016) 

(ii) 50 copies Business Environment’ – Dr. Sharma.

Ans.                            Chitrangada Book House, Meerut 

250, Vikas Marg 

Pallavpuram, Phase 1, Meerut 

Date: 9 July, 2016 

Tel.: 9354398377 

Ref. no. 456893 

M/s Loyal Book Depot, 

Begum Pul, Meerut 

Sub: Order for supply of books. 

Dear Sir,

Thank you for sending your catalog so promptly. It arrived within send me the following items by parcel post: 

(i) 150 copies ‘Business Communication’

(ii) 50 copies ‘Business Environment

Total 77,750 

I am enclosing a money order for 77,750. If there are additional charges, please let me know Please mail the books to the address given above.

Very truely yours, 

M/s Chitrangada book house, 

Pranav Walia, 

Meerut. 

Q.9. Draft a letter of a customer’s request for overdraft.

Ans.The Manager 

Canara Bank

Goa 

Dear Sir,

We are pleased to report to you the steady progress of our business since its establishment is August, 20XX. The two hundred per cent increase in our turnover in the ten months ending May, 20 over that of the first year, offers ample testimony of our success in our business. We have been able to achieve this mainly because of the wide range of consumer goods readily available in our store.

In the coming Christmas and New Year season, we expect a further rise in our turnover and as such we wish to add to our stock other lines of goods also. On account of tight money market, our usua suppliers have expressed their inability to grant us credit for a period of more than one month.

Under the circumstances, we are obliged to approach you with a request for a small overdratt According to our estimate, an overdraft of 65,000 would be sufficient to finance our increasing seasonal stocks. We require this amount for a period of three months, by the end of which we shall be able to place the account in credit.

At present, we can give you only our personal guarantee as security for the overdraft However, we wish to draw your attention to the operation of our current account with

your bank in respect of a fair balance maintained regularly, bills and other obligations met promptly and drafts bought regularly. Audited copies of the Trading and P & L A/c and Balance Sheet as on the date of application are enclosed for your persual.

An early reply will greatly facilitate sending orders to our suppliers and having our stocks in time.

Yours faithfully, 

M/s Suraj Traders 

New Market

Goa 

Q.10. Write a letter to reply the customer for an overdraft from the bank. 

Ans.    Das Motors 

Abu Lane 

Meerut 

Sub.: Reply for an overdraft of * 65,000.

Dear Sir,

We are very glad to note the growth of your business within a short period of three years. Promoting our customers’ business is always a source of pleasure to us. However, the normal practice is to sanction overdraft against collateral securities rather than personal security.

we do realise how beneficial it would be for you to have a financial accommodation. We, therefore, suggest to you to provide some collateral security such as your house shop, building or deeds of any other investments, etc. Alternatively, we can also consider guarantee from a reputable person.

Please note that the request for such securities is just a matter of general policy in advancing loans or allowing overdrafts.

Yours faithfully, 

Manager 

Central Bank 

Sadar Baazar,

Meerut 

Q.11. What is a report? Give its kinds and characteristics. Explain the procedure of making a report.

Ans. Report: A report refers to the study of some important subject and an inference on the basis of an analysis of the facts or giving of suggestions on the subject. A report, generally, is a detailed description and an illustration of some incident, activity, status of business and other related facts. 

‘Business report is a planned and a systematic presentation  endorsed by many people of an objective inference of some business issue.’ Features

The main features of a report are as follows:

1. A report is a statement containing some information or an account of something.

2. It is an orderly presentation of facts about some activity, event or programme. In other words, a report is an organised and factual account of work done by a person/group or activities of an organisation. A report differs from the routine and casual exchange of information that takes place daily in business. 

3. A report is an objective and unbiased presentation of facts. It is designed to present the truth irrespective of the consequences.

4. A report is written for a specific audience.

5. It contains conclusions drawn by the writer the producer followed for collection and interpretation of data. 

6. A report often includes recommendations. 

7. A report is written for some specific purpose.

8. A report is submitted by a lower authority to a higher authony 

Kinds of Report

Reports can be classified into several categories: 

1. On the Basis of Communication Media:

(a) Oral Report: An oral report is a face-to-face communication of an impression or observation. It is comparatively informal and time saving. It is simple and easy to present to every word of it. It tends to be vague and provides no record for future reference. 

(b) written Report: A written report is relatively more accurate and precise. It tends to be more formal and can be referred to again and again. A written report provides a perma be denied at any time. It can change hands without any danger of distortion during transmission. For example, a divisional manager may write a report giving his assessment of the wom a nus branches he visits for the information of the top management of the bank.

2. On the Basis of the Form and Procedures Adopted:

(a) Informal Report: An informal report is usually in the form of person-to-person communication. It may range from a few lines to several pages of detailed information.

An informal report is often written in the form of a letter or a memorandum.

(b) Formal Report: A formal report is presented in a prescribed form. It is prepared in accordance with an established procedure and is submitted to a prescribed authority.

Formal report can be statutory or non-statutory. 

(i) Statutory Report: Reports prepared and presented according to the form and procedure laid down by law are called statutory report. Reports submitted at the statutory meeting of shareholders, Directors report to the annual general meeting, annual returns, Auditors report are examples of statutory reports. 

(ii) Non-statutory Report: Formal reports which are not required under any law but which are prepared to help the management in formulating policies and in taking important decisions are called non-statutory reports. 

3. On the Basis of Frequency of Issue:

(a) Routine Report: These reports are prepared and presented in the usual routine of business. For example, branch manager of banks submit regular reports to the head office on the quantum of business transacted during the period. Progress reports, inventory reports, confidential reports on employees are examples of routine reports. Such reports contain a mere statement of facts without an

recommendation. From these reports, the concerned authority can judge the progress of ports are presented at prescribed intervals, these are also called periodic reports. They may be submitted annually, semi-annually, quarterly, monthly for

quarterly, monthly, fortnightly, weekly or even, daily. Routine reports are usually written on the prescribed proforma 

(b) Special Report: A special report is prepared and presented in connection with specific situation or occasions. These deal with non-recurrent problems or issues. A report on the desirability of opening a new branch, a report on the unrest among staff in a particular branch. A report suggests the restructuring of the bank’s operations, laboratory report are examples of special report, 

4. On the Basis of Function:

(a) Informational Report: An informational report presents the data collected or acts posented in an organised form. It does not contain condusions or recommendations, les presents the station as it is and not as it should be. For example, a report containing only the data on deposits and advance of branches during the year is an informational report srpretative Report.

(b) Interpretative Report: Such a report not only contains acts but also cerpretation or evaluation of data. It includes the reports conclusions and may also contain recommendation for action. In the above example, if reasons for unsatisfactory position of deposits and advance and suggestions for improvement in future are added, the report will become interpretative. 

Characteristics

The characteristics of a report are as follows: 

1. Clarity: here is no scope of doubt in a report and the readers must understand it in the same 

meaning with which it is written the report writer must understand it by every inch as he must define the resources and give his final recommendations. He

should solit his report in smaller parts.

2. Accuracy of Facts: Accuracy of facts is indispensable to a report. A report is a m eda information on the basis of which the important decisions are taken. If the facts are incorrect in the report, the manager or the organisation would be in a state of jeopard

3. Reader Orientation: A writer must write with the reader in mind. While waiting the writer should know the acumen of his reader

4. Grammatical Accuracy: A report should be grammatically correct only that it can exent an influence on the reader.

5. Simple Language: The language of a good report should be simple and easily understandable to the reader. The reader should feel that the writer is speaking directly to the reader

6. Precision: The purpose of the writer in making a report should be dearly defined and must know what he is writing about. His research, analysis and recommendations are based on the purpose of the report. Precision induces confidence that renders the target attainable.

7. Clear Recommendation: Unless recommended, a report cannot achieve its objective Recommendation should be accorded after a complete study and a comprehensive analysis. The writer must not have any vested interest at personal level. 

Steps in Preparing a Report

The process of preparing a report consists of the following steps: